When we collect your data we’ll always tell you why we need it and what we are going to do with it. For example if you are completing a form there will be a data protection statement included and you’ll be directed to our privacy notices below for more detailed information.
Our privacy notices provide information about how and why the College is processing your personal data, including how long we’ll keep it, if we will share it with anyone else and why, how we’ll keep it secure and what our legal basis for processing it is. Please read the sections which are relevant to you.
We are the data controller of the personal data we hold about you. We are The Northern College for Residential Adult Education Ltd. Our address is Wentworth Castle, Lowe Lane, Stainborough, Nr Barnsley S75 3ET.
Our Data Protection Officer is Sarah Johnson. If you have any queries about this notice or how we are using your personal data please contact our Data Protection Officer on 01226 776005 or at dpofficer@northern.ac.uk.
This privacy notice has been prepared in accordance with the General Data Protection Regulation (EU) 2016/679 (GDPR) and the Data Protection Act 2018.
The College is registered as a data controller under the Data Protection Act 2019, our registration number of Z6656286. This means that the purposes for which the College collects and processes personal data are notified to and registered with the Information Commissioner’s Office (ICO).
The data we collect will only be used for the purposes outlined in this privacy notice. If the College intends to further process the data for a purpose which is incompatible with that outlined we will notify you of our intentions and the rights you have in relation to any further processing.
You have a range of rights over the data we hold about you, please see our A Guide to Your Rights – Personal Data for further information and how to exercise them.
We keep our privacy notice under regular review. Any changes we make will be displayed on our website and notified to you by email where appropriate. A log of changes to our privacy notices can be found in our Privacy Notices Log.
This privacy notice sets out the personal data the College collects about its students and how that data is used and protected.
As part of your admission to the College we will collect your personal details, this may include:
In order to manage and administer your education at the College we will collect further data, this may include:
We will use your personal data;
We treat your personal data with confidentiality. The data described in this notice will only be used for the purposes outlined.
Where you have previously studied at the College or commenced an application process with us before, then we will send you information about the courses we provide on the basis of our legitimate business interests. In doing so, we will comply with the requirements of the ‘soft opt in’ and offer you an opportunity to refuse marketing, both when your details are first collected and in every subsequent message, by giving you a clear and straightforward way to unsubscribe.
Any other marketing we carry out will be on the basis of consent.
We monitor how you use the College’s ICT systems and equipment and what websites you go on when you are browsing the internet at College. This is because we have legal obligations to protect you, and we also have a legitimate interest in making sure you are using our computer equipment correctly and that you are not looking at any inappropriate content.
Further information please see our website privacy notice and ICT user, bring your own device and e-safety policies.
Generally, the data we collect about you is processed as part of our public interest task of providing education to you.
Where we collect health data this is defined as special category data we will process it because there is substantial public interest for us to do so.
Where we collect data to enable us to ensure and monitor equality of opportunity and treatment e.g. your ethnicity, disability, religious belief, sexual orientation this is defined as special category data. We process this data on the grounds that it is in the public interest, specifically by enabling us to identify and keep under review the existence or absence of equality of opportunity or treatment.
We also collect and process some personal data on the basis that we need to do so in order to comply with our legal obligations.
Student personal data is held electronically in password protected systems which are accessed by authorised College staff only. Hard copy student data is stored securely and accessed by authorised College staff only. Please see our data security statement for further information.
The College uses software systems to process some of its personnel data which are provided by the following third party suppliers:
Where appropriate the College has written agreements in place to ensure the protection of any data included which can be accessed by the provider. The providers do not have any routine access to the data processed by the software other than in the course of the provision of technical support and system development.
The College uses third parties to process personal data on its behalf and to provide services to you. An example of this would be a software company who provides a monitoring system which tracks the work you are completing, supporting your studies and enabling you to achieve. Where we use third party processors we have an appropriate contract in place. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct.
We also use Russell Richardson Ltd to confidentially dispose of any hard copy data; this may include your personal data.
We do not share information about our students with anyone unless the law and our policies allow/require us to do so.
Your information may be shared internally, including with any College staff member who needs the data to provide services to you.
We may share your personal data with the following organisations (or types of organisation) for the following purposes:
We may also share your personal information with third parties who provide services to the College as follows:
Where we share your data with third party service providers we will have a written contract in place to ensure the protection of your personal data.
We do not store or transfer your personal data outside Europe.
We do not make automated decisions using the data outlined in this notice.
We will not keep your personal information for longer than we need it for the purposes we have explained above.
We will retain your personal data in line with our retention schedule. Retention periods depend on the nature of the data being retained; in many cases we will retain your data for six years following the completion of your course.
Failure to provide data required to meet legal obligations will result in us not being able to enrol you as a student. Failure to provide other information (except that requiring consent), for example additional learning support information, may result in the College being unable to provide the standard of service we would wish to.
This privacy notice sets out the personal data the College collects about its Personnel and how that data is used and protected.
Personnel is defined as any College employee, worker or contractor who accesses any of the College’s personal data and will include employees, consultants, contractors and temporary personnel hired to work on behalf of the College.
We will collect personal data from you when you apply for a job with us. This will include your name; address; phone number; email; date of birth; NI number; current employment details including job title, start and end dates, current salary, notice period, reason for leaving; past employment details; education details; whether you are related to any personnel of the College or governing body; references; driving license; vehicle ownership.
We will also ask you if you would like to provide us with data regarding any disabilities you may have and whether there are any special arrangement you require for interview; plus your gender, ethnicity religion/belief and sexual orientation.
We will collect additional personal data from you when you are offered a position and once you become an employee at the College. This may include your marital status; previous surname(s); next of kin and contact details; bank details; pension details; other employment; certifications/qualifications, photograph; disqualification information; voluntary salary reductions; student loan details; attachment to earnings data; medical information; car registration, make and model; car insurance details; tax code data; pre‑employment health questionnaire/medical report; criminal record details.
Over the course of your employment we will store and process personal data about you which may include appraisal/performance management; training & development records; travel expenses; contract details; working time; annual leave; travel expenses; changes to your terms and conditions.
This could also include disciplinary, grievance, capability details, sickness absences, maternity/paternity/adoption information; accidents and injuries at work; health information; flexible working; exit interviews; return to work notifications; parental leave request forms; occupational health records.
We use CCTV at our site for the purposes of crime prevention, security and health and safety and, accordingly, will capture imagery of personnel whilst they are at the College. Our door/car park entry system also records location data.
We will use your personal data set out above as follows:
Generally, the data we collect is processed on the basis that it is necessary for performing our employment contract with you, or it is necessary to take steps before entering into a contract with you.
We also collect and use personal information on the basis that we need to do so in order to comply with our legal obligations.
Where we collect medical/health data this is defined as special category data. We collect and process this on the grounds that it is necessary for carrying out our obligations under employment law and/or necessary to assess the working capacity of employees. In some circumstances we may request your consent.
Where we collect data to enable us to ensure and monitor equality of opportunity and treatment e.g. your ethnicity, disability, religious belief, sexual orientation this is defined as special category data. We process this data on the grounds that it is in the public interest, specifically by enabling us to identify and keep under review the existence or absence of equality of opportunity or treatment.
All the above data is held electronically in password protected systems which are accessed by authorised College staff only. Some hard copy information is also retained, where this is the case it is stored in a locked area which is accessed by authorised College staff only.
The College uses software systems to process some of its personnel data which are provided by the following third party suppliers:
Corero Resource 3200 – finance system
UNIT-e – student management system;
The College has a written agreement in place to ensure the protection of any data included which can be accessed by the provider. The providers do not have any routine access to the data processed by the software other than in the course of the provision of technical support and system development. This includes an online, two stage security validation system.
When you apply for a job with us we use the Association of Colleges’ (AoC) Education Recruitment System to process your data. We have a third party data processing agreement in place with the AoC which includes relevant clauses to ensure the protection of your personal data. Please note you may have also registered using the AoC system to access roles more generally across the FE sector, if this is the case your data is also processed by the AoC and you should review the relevant AoC privacy notice.
We use Cintra HR & Payroll Services Ltd to process payments in our payroll system.
We use Russell Richardson Ltd to confidentially dispose of any hard copy data; this may include your personal data.
Where we use third party processors we have an appropriate contract in place. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct.
We do not share information about our personnel unless the law and our policies allow/require us to do so.
We may share the personal information that you give us with the following organisations (or types of organisation) for the following purposes:
We may also share your personal information with third parties who provide services to the College as follows:
We do not store or transfer your personal data outside Europe.
We do not make automated decisions using the data outlined in this notice.
We will not keep your personal information for longer than we need it for the purposes we have explained above.
When you apply for a job with us, but your application is unsuccessful, we will normally keep your personal information for six months. In exceptional circumstances we may ask if we can retain your information for longer, for example if we think there may be a future vacancy you might be interested in. In such a case we would request your specific consent.
When you are an employee we will keep your personal information in line with our data retention schedule.
This privacy notice sets out the personal data the College collects about its governors and how that data is used and protected.
We will collect data from you when you become a governor of the College or an independent member of a governor committee. This will include:
We use CCTV on our site for the purposes of crime prevention, security and health and safety. We may therefore capture images of you whilst you are at the College. We have a CCTV Code of Practice which enables us to ensure the data captured is managed securely and appropriately. Our door/car park entry system also records location data.
The data described in this notice will only be used for the purposes outlined. If the College intends to further process the data for a purpose other than that outlined we will notify you of the intention and the rights you have in relation to any further proposed processing.
We will not use the data to make any automated decisions about you.
As well as the specific purposes outlined above we will use your data:
We process your contact details, home address, country of residence, date of birth, nationality, legal actions/criminal convictions, occupation and other interests in order to comply with the law.
We process your ethnicity, disability and skills data in order to deliver a public task.
We process your photograph and next of kin details on the basis of your explicit consent.
We process attendance data, third party payments to governors, payment of expenses and bank details in order to deliver a contract.
We process CCTV images and car registration, make and model on the basis of our legitimate interests for maintaining the security of our site.
All the above data is held electronically in password protected systems which are accessed by authorised College staff only. Some hard copy information is also retained, where this is the case it is stored in a locked area which is accessed by authorised College staff only.
Your bank details are stored in the College finance system which is password protected and only accessed by authorised College staff.
We do not store or transfer your personal data outside of Europe.
We may share your data with the following organisations (or types of organisation) for the purpose specified:
We use Russell Richardson Ltd to confidentially dispose of any hard copy data; this may include your personal data.
Where we use third party processors we have an appropriate contract in place. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct.
We will not keep your data for any longer than we need it for the purposes outlined. Our Retention Schedule sets out the retention periods that we have set for the different types of data we hold.
In general we retain your data for the period of your appointment plus six years. We retain records of the conduct and proceedings of meetings (e.g. minutes) which may contain your name for 50 years and statutory records and registers including the register of directors and secretaries and register of members and directors’ interests for the lifetime of the institution.
If you apply for a governor role with us, but your application is unsuccessful, we will keep your personal information for six months after the application process concludes.
We retain CCTV images in line with regulations.
This privacy notice sets out the personal data the College collects about visitors to its site and how that data is used and protected.
We will collect data from you when you visit the College. This may include your name, car registration number and the organisation you are representing where appropriate. We will also record who you are visiting, when you arrive and when you leave.
Where you don’t check in using the official NHS QR code we will collect your contact details for the purpose of contract tracing by NHS Test and Trace.
We use CCTV on our site for the purposes of crime prevention, security and health and safety. We may therefore capture images of you whilst you are at the College. We have a CCTV Code of Practice which enables us to ensure the data captured is managed securely and appropriately.
We collect this data so we can effectively manage your visit to the College and to ensure the safety and security of the site, yourself and other people.
We will not use the data to make any automated decisions about you.
Any contact details we collect as required by NHS Test and Trace may be used by them for the purposes of identifying and contacting people who may have been exposed to the coronavirus.
We collect and process this data on the basis of our legitimate interests to manage our site and maintain safety and security.
The data will be held electronically in a password protected system which will only be accessed by authorised College staff.
We do not store or transfer your personal data outside of Europe.
We use Russell Richardson Ltd to confidentially dispose of any hard copy data; this may include your personal data.
Where we use third party processors we have an appropriate contract in place. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct.
We may share your data with the following organisations (or types of organisation) for the purpose specified:
Organisation/Type of Organisation: Constant Security Ltd (the College’s third party security provider)
Purpose: To provide security services at the College.
We may be required to share your details with NHS Test and Trace to enable them to identify and contact people who may have been exposed to the coronavirus.
We may be required to share your data with law enforcement agencies.
We will not keep the data for any longer than we need it for the purposes outlined. Our Retention Schedule sets out the retention periods that we have set for the different types of data we hold.
We retain data about visitors for one year.
We retain CCTV images in line with regulations.
We will retain contact details required by NHS Test and Trace for 21 days.
This privacy notice sets out the personal data the College collects and processes in relation to marketing and promotion.
If you have previously studied at the College or commenced an application process with us we may use the contact information you provided to send you further information about other courses we offer. We will do this on the basis of our legitimate business interests. In doing so, we will comply with the requirements of the ‘soft opt in’ and offer you an opportunity to refuse marketing, both when your details are first collected and in every subsequent message, we will do this by giving you a clear and straightforward way to unsubscribe.
For all other promotional activities we will ask for your consent to process your personal data for marketing purposes. This means you have the right to withdraw your consent, or to object to the processing of your personal data for this purpose at any time. We will include details of how to do this every time we contact you. We will collect your name and contact details. We will only use this data to provide you with the service for which you subscribed.
We use MailChimp to manage our email marketing services and newsletters. If you sign up for any of our newsletters or email marketing services the email address that you submit will be forwarded to MailChimp and will not be stored within the College’s own website database or in any of our internal computer systems for purposes of receiving the email newsletter. Your email address will remain within MailChimp’s database for as long as we continue to use MailChimp’s services for email marketing or until you specifically request removal from the list.
Any newsletter style emails and mailings sent via MailChimp may contain tracking facilities within the actual email. Subscriber activity is tracked and stored in a database for future analysis and evaluation. Such tracked activity may include: the opening of emails, forwarding of emails, the clicking of links within the email content, times, dates and frequency of activity and other measures that help to inform our communications and to refine future email campaigns with more relevant content based around their activity.
When you visit our website www.northern.ac.uk, we use a third-party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out such things as the number of visitors to the various parts of the site. This information is only processed in a way that does not directly identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website.
If you use our apply on-line facility or make an online enquiry the data you provide is stored temporarily in a secure database prior to it being accessed and processed by our admissions team. For details of the data collected and how it is processed please see our privacy notice – students.
In addition we collect your IP address, the browser type and device you are using and its resolution. We only collect this in order to improve the security and usability of our website and it cannot be used to identify who you are.
We use cookies on our website to enhance your experience of our site. Cookies are small text files which are placed on your device (for example your iPad or laptop) in order to make your online browsing easier. Most websites do this. Cookies cannot be used to identify who you are.
Some cookies on the site are essential, and the site won’t work as expected without them. These cookies are set when you submit a form, login or interact with the site by doing something that goes beyond clicking on simple links.
We also use some non-essential cookies to anonymously track visitors or enhance your experience of the site.
We will not use cookies to collect personally identifiable information about you.
We use a cookies tool on our website to gain consent for the optional cookies we use. Cookies that are necessary for functionality, security and accessibility are set and are not deleted by the tool.
You can change your cookie preferences at any time by clicking on the ‘C’ icon. You can then adjust the available sliders to ‘On’ or ‘Off’, and click ‘save and close’. You may need to refresh your page for your settings to take effect.
Alternatively, most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set, visit the www.aboutcookies.org or the All About Cookies website.
We use images, film and case studies in a range of materials to promote Northern College. This includes (but is not limited to) advertisements and other publicity materials such as leaflets, e-newsletters, brochures and posters, direct mail, reports newspapers, magazine articles, television programmes and publications for the Internet. We will also share images, case studies and film with partners and the media to communicate our work.
We will always ask you to provide written consent for us to use any of your personal data in this way. You can withdraw your consent at any time. However, we may not be able to remove images from internet platforms or publications already in circulation.
The lawful basis we rely on to process your personal data for marketing purposes is either consent, for example for the optional cookies we use on our website or to send you a newsletter, or our legitimate interests for example in order to maintain the integrity of our IT systems and the continuity of our business, or to send you information about other courses you may be interested in.
Electronic data for marketing purposes is secured in password protected systems accessed by authorised College staff only.
Where you sign up for a newsletter or email marketing your data will be stored by Mailchimp in their secure systems.
We do not share any of the data you have provided to us for marketing purposes with any other organisations.
As described above we use MailChimp to deliver our newsletters and e-marketing services.
We also use Russell Richardson Ltd to confidentially dispose of any hard copy data; this may include your personal data.
Where we use third party processors we have an appropriate contract in place. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct.
We do not store or transfer your personal data outside Europe.
We do not make automated decisions using your data.
For information about how long we will keep your data please see our data retention schedule.
Your email address will remain within MailChimp’s database for as long as we continue to use MailChimp’s services for email marketing or until you specifically request removal from the list.
This privacy notice sets out the personal data the College collects about its suppliers and how that data is used and protected.
In order to engage and manage our suppliers, where you are a supplier (or where if it is a company, you are its representative) we collect and store your contact information and, where appropriate, your bank account details.
You may also be asked to provide details of your occupation and your CV.
We store and use your data for the purposes of managing our suppliers in respect of the supply of goods and services that our College may need.
We do not make automated decisions using the data outlined in this notice.
Except in the circumstances highlighted below, we process this information on the basis of our legitimate interests:
Where we are required by law to hold certain records for health and safety purposes, then we hold those records to comply with that statutory obligation.
Where we hold your bank account details, we do so on the basis that it is necessary for us to perform our contract with you.
We do not store or transfer your personal data outside of Europe.
Data is held electronically in password protected systems which are accessed by authorised College staff only. Hard copy data is stored securely and accessed by authorised College staff only. Please see our data security statement for further information.
We do not share this data with anyone without consent unless the law and our policies allow us to do so.
We may share data with third parties who provide services to the College as follows:
The College uses software systems to process some of its personnel data which are provided by the following third party suppliers:
Corero Resource 3200 – finance system.
Where appropriate the College has written agreements in place to ensure the protection of any data included which can be accessed by the provider. The providers do not have any routine access to the data processed by the software other than in the course of the provision of technical support and system development.
We will not keep the data for any longer than we need it for the purposes outlined. Our Retention Schedule sets out the retention periods that we have set for the different types of data we hold.
In general we retain data related to the processing of financial transactions with suppliers for 7 years.
For your rights in relation to this data please see the ‘Your Rights’ tab.
If you have any concerns about our use of your personal data please see the ‘Who to Contact’ tab.
To view our Data Protection and Information Security Policy go to out key documents and policies page.
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